How to change or remove Balances in Royalty Contracts or Royalty Accounts

If you need to change or remove balances from Royalty Contracts or Royalty Accounts and find they are locked, you may wonder how to proceed.

Balances become locked once they’re included in a royalty statement. At that point, they can’t be altered or removed.

To edit a balance, there must be no statement for that period.
This means the statement(s) linked to a balance must be deleted before any changes can be made.
It’s important to note that changes made to a balance of a royalty account or contract only affect that specific account or contract.

If there are costs or other income associated with multiple royalty accounts and contracts, the process can be complex and may require multiple steps described below.

Note that deleting statements should be done after careful consideration only, best before they are sent out or if a correction has been requested.

Here’s a breakdown of the process and its reversal:

Initial Process:

1. Import costs or other income into projects or products.
2. Transfer billable costs or other income (= “Recoupables”) at a certain percentage set in the Royalty contracts (this creates “Balances”).
3. Include balances on royalty statements based on the balance date and royalty period (statement calculation).

Reversal Process:

1. Delete all statements related to the affected balances.
2. Delete all recouped balances or the entire related import (which will delete all balances related to the import at once). Related imports can be deleted via their related (Cost) Invoices.
3. Adjust costs or other income in projects or products (before recouping them again).